Convergint is looking for a part-time, team-oriented, results-driven, Part-Time Business Services Coordinator, to join our amazing culture at our Ottawa, ON location. The Business Services Coordinator provides skilled administrative support, contributing to the overall effectiveness of the Management team and will relieve Managers of daily and longer-term administrative workload activities, through the handling of action items, and the performance of assigned tasks. You will greet and assist customers (visitors, customers, colleagues) in face-to-face interactions or by telephone, serving as the first point of contact to providing exceptional customer experiences.
This is a part-time role (20-24 hours per week) offering flexibility in how hours are scheduled throughout the week. Specific working days may vary and will be coordinated based on business needs and availability.
Who You Are
You have a passion for providing world-class service to customers, colleagues and communities. You are a person of integrity with a commitment to growth, accountability and delivering results. You want to join an organization with a positive culture that embraces inclusion and allows everyone to be the best version of themselves at work and home.
Who We Are
With 20-years of proven growth and exceptional performance, our mission is to be our customer’s best service provider. We realize the importance of diversity in achieving that goal. Our company was built upon a solid foundation of 10 Values and Beliefs which drive our unmatched culture, making us the #1 global, serviced-based systems integrator in the industry. We take great pride in protecting the lives and assets of our customers and their communities with the solutions we provide.
What you’ll do with “Our Training and Your Experience”
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Acts as the first point of contact in answering incoming calls, screening calls where necessary and routes to appropriate colleagues. Relays all messages in a prompt and professional manner
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Greets all visitors to Convergint in a professional and courteous manner. Ensures that all customer experiences on Convergint’s premises are positive
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Provides administrative support as required. This includes, but is not limited to scanning of documents, photocopying, filing, typing assignments, entering time sheets, and/or entering purchase orders.
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The key point of contact in organizing and prioritizing electronic calendars for (4) Convergint boardrooms for meetings and events. This includes the coordination of all meeting needs such as arranging catering, preparation of the boardrooms, and conference call coordination.
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Coordinates Convergint Canadian travel which includes flights, accommodations and vehicles in accordance to our Corporate Travel Policy.
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Provide support as required for setting up new laptops and cell phones for new colleagues.
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Distributes all incoming mail and faxes in a timely fashion.
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Processes all incoming and outgoing mail daily. This includes monitoring the postage machine ensuring access is limited to key personnel and alerting AP Technician when monies are low.
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Responsible for scanning and retaining documents as required in accordance with Convergint’s records retention policy.
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Ordering and stocking of office supplies maintaining our minimum / maximum requirements.
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Ordering of business cards for all colleagues in Canada.
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Keeps the front office area and any public areas in a neat and orderly condition.
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Responsible for updating CSP Opportunity Reports on a monthly basis.
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Work with the CSP Coordinator on overflow tasks such as compiling and maintaining the customer contact database and data entry of the CSP plan into iCare, Convergint’s planning and scheduling tool.
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Provides back up during peak teams in handling “service” calls, including service dispatching, tracking and scheduling of calls and call status.
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Creation of Power point presentations and flow charts for high profile meetings such as semi-annual operation meetings and annual general meetings. Provides the necessary support with the graphics and formatting.
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Provides support and leadership in organizing and coordinating Convergint’s social programs including, but not limited to Convergint Day and fundraising initiatives.
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Participates in the annual archiving of various Convergint records in accordance with our records retention policy.
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Acts as “our customer’s best service provider” at all times thereby ensuring Convergint Technologies is the customer’s first choice for service.
What You’ll Need
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Excellent customer service skills and telephone mannerisms.
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Excellent time management skills
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Excellent organizational skills with a high regard for attention to detail
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Strong computer skills including Word, Excel, PowerPoint and Outlook and Internet research skills.
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Strong keyboarding skills with high accuracy
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Strong oral and written communication skills
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Ability to adapt to changes related to work processes, department structure, environment and technology
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Ability to demonstrate independence, resourcefulness and tenacity
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Able to handle difficult and sensitive information in a confidential manner
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Strong ability to multi-task and make decisions utilizing priority management, interpersonal and organization skills
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Strong Project Coordination skills and the ability to work well with all levels of internal management and staff as well as outside clients and vendors
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Ability to train others in system usage is preferred
Requirements:
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Completion of or working towards a diploma in office administration or business management.
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Minimum of 2 years in an administrative role
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Experience in the service or construction industries an asset
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Experience in IT background an asset
Company Benefits and Perks
Convergint fosters a supportive, accessible, and inclusive environment in which individuals of different backgrounds and identities are able to realize their maximum potential within the company. We offer a variety of programs and exceptional benefits to all of our colleagues:
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Work environment committed to safety;
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Competitive salary and compensation plan
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Corporate Social Responsibility Day
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And much more…
Convergint is committed to a culture of Inclusion and Diversity and is an Equal Opportunity Employer.
Visit our Convergint careers site to learn more about the company and the exciting opportunities available.
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